Team Members can be set up for each procurement project, either individually or in pre-configured groups of users, through the Team tab of the project. Depending on your system data security configuration, user permissions and roles may be controlled at a project level by applying team sharing rules. Evaluators must be team members and assigned the Evaluator role.
Add a Team Member
-
From the team tab of your project, click New from the Team related list. -
Select User or Group. Click Next. You will be taken to the user or group page, with the details outlined below dependent on your selection to make edits, click Save when complete to add the team member.
Users
Users can be assigned the following:
- Project Role - Depending on the project role selected, the system will auto populate the other access levels. The role field defines the team members' access levels for this specific tender record.
- Approver - Users with this checked will be able to complete the Do Now Actions on the Task List that are set to require approval.
The user team member page will display whether the team member has provided confirmation that they have no conflict of interest with any of the suppliers bidding when they start to evaluate responses.
If the team member has a conflict of interest, the system will enable the user to provide more details and these will be displayed on the page for the procurement team to review.
Groups
Assigning users membership of public groups is one method of controlling access to data records. If configured, your public groups will appear in the group picklist field and team sharing rules will be applied to all users that are members of the specified public group. These are defined and set up for you during the implementation of your system. Reach out to your internal super users if you require clarifications on the groups available.
Team Sharing Rules
The team sharing rules are governed by the fields in the Access Level sections and control the team member's level of access on the project.
| Access Level Field Ref | Details |
| 1 | Grants access to the ‘Project Details’ fields & Requirements and Publication notices. “Full” access allows the user/group to add, edit and delete. |
| 2 | Grants access to the ‘Team’ tab. “Full” access allows the user/group to add, edit and delete. |
| 3 | Grants access to the ‘Documents’ tab. “Full” access allows the user/group to add, edit and delete. |
| 4 | Team members with this setting will receive a notification email whenever a contract from this tender is up for renewal. |
| 5 | Grants access to the ‘Shared Documents’ folder under the Documents Tab |
| 6 | Grants access to the ‘Suppliers’ tab. “Full” access allows the user/group to add, edit and delete. |
|
7 |
Grants access to Dialogues to/from Suppliers Bidding. “Full” access allows the user/group to create messages and respond to suppliers. |
| 8 |
Grants access to Evaluation Scoring records: ‘Score only where evaluating’ permits a user that has been added as an evaluator to score the questions they have been assigned, but not see any other evaluators’ scores. If none assigned, the user would not see any responses or evaluation score details. ‘View all scores’ permits a user/group read-only access to all evaluator scores in the project. |
| 9 |
Grants access to response records for the purposes of moderation: View responses where evaluating permits a user that has been added as an evaluator to see the responses to the questions they have been asked to score after the start evaluation action has been run. View all responses when available permits a user to see all responses after the start evaluation action has been run. Moderate all when available permits a user to enter moderation scores and comments after the start evaluation action has been run and evaluators have finished scoring. |
| 10 | Team members with this setting will receive a notification email whenever a supplier bidding on the project sends a message through the message centre. |
| 11 | For projects following a procedure with the ‘Tender Box Opening Procedure’ set to ‘Secure Tender Box’, this field indicates whether the team member has been delegated responsibility for entering ‘Lock Keys’ and ‘Unlock Keys’ to secure and open the tender box. |
| 12 | For information only when the box above is checked, to remind you of which ’Lock Key’ and ‘Unlock Key’ a team member should use. |
Updated